Most small businesses lack the interest or the budget needed to assign personnel to oversee their technical record keeping needs. The outcome is that the subject is usually overlooked until a problem arises or new equipment has to be bought. With a strategic face-lift youll be able to deal with a number of issues and get your records management procedures in place in no time. So lets look at how to make your office much more efficient.
For starters, you should establish a data saving plan. Keep in mind that computers are mechanical objects that can fail, even die. A laptop can be stolen and you could lose your cell phone. So dont rely on having just one copy of a clients paperwork. Back up your data. This is a must for proper records management. This holds true for items such as accounts, contact information and intellectual property. Simply stated, if losing the electronic information will bring you headaches, make it part of the data backup.
Second, note that records management involves organizing information and making it accessible round the clock, seven days a week. So as a minimum, have an updated list of customers. Opt for computerizing your office; and find an application that allows you to include the customers in all new marketing promotions or lets you track their purchases. If possible, look for a customer relationship program that will work with your records keeping software. It will not only help you manage the contact list buy will aid you in improving customer service.
Set up a records management system for your business, delineating a set of rules for creating and maintaining documents; and establish procedures to retrieve these when needed.
There are different types of applications you can use for achieving the best records management. Consider a document converter for example; with its optical imaging it will help you diminish the volume of paper files. Indexing software is also ideal if looking for better ways to retrieve documents. Form programs can assist you to do several things with the information in the files. And a control system will ensure you can follow the progress of as file from inception to its final stage or disposal.
Most businesses are going the route of high technology. With a technical face lift, youll be able to eliminate the most common problems that offices face every day.